Paperless Document Management

A paperless workflow is the result of a decision by an organization to either reduce or eliminate paper documents from their offices, processes, and archives. Paperless workflows help increase efficiencies and streamline processes. A growing number of business leaders find that going paperless boosts productivity, leading to higher staff and client satisfaction.

Moving to a cloud-based document storage and management can serve as a catalyst for creating a paperless filing system. Although some businesses, especially in specific industries find it difficult to move away from paper documents entirely, existing paper archives and new incoming documents can be scanned in so that most files then exist in digital format.

Implementing a cloud-based document management system is a first big step toward transitioning to a paperless office. Once online document storage is in place, staff within an organization can work to digitize both new and existing documents, then update policies, procedures, and workflows to support a more efficient paperless office environment.

Implementing a paperless office can increase productivity, reduce errors, keep data more safe, boost customer satisfaction, improve employee experience, assist with sustainability efforts, and more.

A document management system (DMS) gives you and other approved users 24/7 access to your files from wherever you are located. If you use a DMS in the cloud, you can access your system from any internet browser. The DMS also makes it easier to securely share documents with your staff, clients, and third-party contractors. Users you approve, like your employees or clients, can also access and upload documents into your DMS.

A document management system and secure client portal have many benefits for business owners, their staff, and their clients.

A DMS can simplify your everyday workflow, giving you more time to focus on truly value-adding activities. One way it does this is by automating routine tasks. Just this alone can save your business hundreds of hours of work. For example, instead of using emails to exchange documents, your DMS should offer secure file sharing capabilities through a private client portal. This removes the manual steps of including attachments, writing an email, and sending it. Plus, the client portal is much more secure than emails.

Many cloud platforms offer added features such as customizable folder templates, eSignature integration, and core workflow software integrations that connect your essential business tech stack with each other.

Reduce manual tasks with powerful integrations with the leading accounting and tax applications you already use and trust like Lacerte, ProSeries, QuickBooks, and more. SmartVault has a desktop app too, so you can access everything through your browser or Windows File Viewer.

Your DMS should let you configure automatic notifications, create templates, and establish a centralized location for your information and important documents to live. Imagine sending a form for signature with one click, receiving a notification once it’s been signed, and having the executed document automatically saved in the correct folder in your DMS. It would save you and your business a lot of time. It also reduces manual, error-prone processes, like when someone accidentally saves a document in the wrong client folder.

A client portal is a secure, private, and authenticated online platform that empowers businesses to better collaborate with clients. Using a secure client portal allows your customers to access their documents whenever they need to and from wherever they are. This frees up time for you that might have otherwise been spent sending (or resending) documents to customers.